Whitelabrecs Privacy Notice

What is this Privacy notice for?

Whenever we need to collect any of your data, we will inform you at that point why we need to do so and what it will be used for. This privacy notice can be used as a guide to summarise all of those situations and gives more detail on how we keep your data secure and up to date, how long we might hold it for, and what your rights are in relation to it. Whitelabrecs is committed to protecting your personal data and will use any personal or sensitive data we collect from you in line with the General Data Protection Regulations (GDPR).

Who’s responsible for data Whitelabrecs collects?

Whitelabrecs is a Data Controller under the GDPR and registered with the Information Commissioner’s Office (UK). For more information, visit https://ico.org.uk/.

What data do we collect and what do we use it for?

Whitelabrecs collects data from individuals to fulfil orders such as shipping a CD, merchandise item or downloadable audio media, fulfilling subscriptions and services, and to promote and market the label’s activities (e.g. marketing emails and social media advertising).

Mailing list subscribers: for marketing and promotion

When you join Whitelabrecs’ mailing list, or during your membership with us, we may need to collect some of the following information on you: Name, Email Address, Phone Number. Our platform may automatically detect your location, via your IP address and we may use this information to send messages to people based in certain locations. Just for example, messaging people based in the United Kingdom to announce a show based in the United Kingdom.

When you provide your consent to receive emails from Whitelabrecs, this data will be used to send you marketing/promotional communications from Whitelabrecs, such as a newsletter or a new music release announcement. We may use your name so that we can address you personally within the communication.

We will only send you information that is related to Whitelabrecs and our artists (e.g. we will not use your data to send you marketing messages from third parties). We may however provide recommendation(s) for music by artists and labels not related to Whitelabrecs, such as through ‘album of the year’ charts, features and the like. This is done purely through our passion for music and under a reasonable assumption that those signing up to our emails, may be interested in discovering new music.

Any marketing and promotional communications we send to you will include a clear option to withdraw your consent (i.e to ‘opt out’ of future emails). Alternatively, you may also withdraw consent at any point by contacting Whitelabrecs via email, through the contact form on our website (click here).

Event attendees: for processing and managing tickets for events

Where our events are ticketed, we need to collect data on the person booking (name and email) in order to allow you access to the event and to send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event(s) for which you have booked and will not be used to send you marketing/promotional messages from the group unless you have also provided your consent to receive these.

We may provide the opportunity to sign up (consent) and receive marketing and promotional information on Whitelabrecs activities (e.g. emails about forthcoming events, our releases etc) and we will capture your consent. If you agree to provide your consent, please refer to the ‘Mailing list subscribers: for marketing and promotion’ section above, which provides information on how we will use your data.

Website visitors: for running and improving our website

We may use cookie technology when a person visits our website to collect and analyse anonymised data on how many people have visited, what pages they have looked at and other statistical information. We may also use cookies to allow members to log in and out in order to view our members-only section. We use a pop-up banner to let users know about this on their first visit, and they can at any time disable cookies in their browser if they do not wish their (anonymised) data to be tracked. You can find out more about cookies at http://www.allaboutcookies.org

Email responses

Where you contact Whitelabrecs via email using the contact form on our website, you provide consent within the form to sharing with us your name, email address and anything you include within the body of your message. We will not automatically add you to our mailing list.

Your message, including your name and email address will come through to our email account. We will store this information for the purposes of responding to your enquiry and we will not re-purpose, or share your data with anyone else.

Do we share your data with anyone else?

We sometimes use third party services to process your data (e.g. Bandcamp, The Label Machine, Shopify, Gmail). We will always make sure any third parties we use are reputable, secure, and process your data in accordance with your rights under GDPR. The third parties we work with have their own privacy policies which can be located on their websites and we may be able to provide more details on request.   In the case of Bandcamp, you may be required to create an account and therefore be subject to their privacy notice. Your account with Bandcamp operates separately from this Whitelabrecs privacy notice. Please refer to their website for more details.

Are there special measures for children’s data?

We do not knowingly collect or store any personal data about children under the age of 13.

How can you update your data?

You can contact Whitelabrecs at any time through the contact page on our website, to update or correct the data we hold on you.

How long we will hold your data?

Whitelabrecs’ data retention policy is to review all data held on individuals at least every two years and remove data where we no longer have a legitimate reason to keep it.

Where we have your data to fulfil orders, we will retain a record of your information for a period of 7 years, should the tax authorities require it in order to inspect our accounting.

Where you have withdrawn your consent for us to use your data for a particular purpose (e.g. unsubscribed from a mailing list) we may retain some of your data for up to two years in order to preserve a record of your consent having been withdrawn.

What rights do you have?

Under the GDPR, you have the following rights over your data and its use:

• The right to be informed about what data we are collecting on you and how we will use it

• The right of access - you can ask to see the data we hold on you

• The right to rectification - you can ask that we update or correct your data

• The right to object - you can ask that we stop using your data for a particular purpose

• The right to erasure - you can ask us to delete the data we hold on you

• The right to restrict processing - you can ask that we temporarily stop using your data while the reason for its use or its accuracy are investigated

• Though unlikely to apply to the data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)

All requests related to your rights can be made via email, using the contact form on our website. We will respond to all enquiries within one month.

You can find out more about your rights on the Information Commission’s Office website

What will we do if anything changes?

If we make changes to our privacy statements or processes we will post the changes here. Where the changes are significant, we may also choose to email individuals affected with the new details. Where required by law, will we ask for your consent to continue processing your data after these changes are made.

Use of Cookies

What are 'cookies'?

'Cookies' are small text files that are stored by the browser (for example, Internet Explorer) on your computer or electronic device. They allow websites to 'remember' you for a period of time so that they can store things like user preferences and make the website quicker and easier for you to use.

Without cookies, some things on websites would not be able to work: for example, without cookies it might not be possible to know whether or not you are logged in on a website, which would prevent you from being able to see content restricted to logged-in users.

How does the Whitelabrecs website use cookies?

A visit to a page on the Whitelabrecs website may create the following types of cookie:

• Registration and preferences cookies

• Anonymous analytics cookies

Anonymous analytics cookies

Every time someone visits our website, software provided by other organisations (such as Google Analytics, Wordpress) generates an 'anonymous analytics cookie'.

These cookies can tell us whether or not you have visited the site before and what pages you visit. Your browser will tell us if you have these cookies and, if you don't, we generate new ones. This allows us to track how many individual users we have, and how often they visit the site. We use them to gather statistics, for example, the number of visits to a page, to help us identify if visitors would benefit from more information on a particular area.

How do I turn cookies off?

It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website.

All modern browsers allow you to change your cookie settings. You can usually find these settings in the 'options' or 'preferences' menu of your browser. To understand these settings, the following links may be helpful, or you can use the 'Help' option in your browser for more details.

Cookie settings in Internet Explorer

Cookie settings in Firefox

Cookie settings in Chrome

Cookie settings in Safari

Please note: switching off cookies may prevent some aspects of our website from working fully (e.g. you may not be able to access members-only sections).

Useful links

You can find out more about cookies and their use on the internet from www.allaboutcookies.org